Siebel Professional Services Automation Guide > Expense Reporting >

Submitting an Expense Report

After end users create an expense report and add line items, they can edit it as necessary up until they submit the report for approval.

When end users submit an expense report, the application automatically routes it to whoever is specified in the Submit To field for evaluation. By default, the value in the Submit To field is the User ID of the end user's manager. If the expense report should be submitted to someone other than the end user's manager (such as the team leader or project manager), the end user can change the value either before or after they submit the expense report—the Submit To field remains editable after the expense report is submitted, as do the Private Comments and Public Comments fields.

NOTE:  If the Siebel administrator activated email notification for expense reports, an email is sent when end users change the Status field to Submitted to notify the expense report approver that a report needs to be approved. For more information about activating email notification see, Activating Email Notification for Expense Reports (Administrator).

Each submitted report is either approved or rejected by the person specified in the Submit To field. If that person approves the report, the application checks whether the total amount of the report requires further approval, and, if so, the report is routed to the next approver. As soon as the report is approved by someone who is authorized to approve that amount, the report is routed to the financial department, so the end user can be reimbursed for the amount requested.

To submit an expense report

  1. Navigate to the Expense Reports screen.
  2. From the Show drop-down list, select My Expense Reports.
  3. In the Expense Reports list, select the report you want to submit for approval, and then click Submit.
  4. The value of the Status field changes to Submitted, and an email message is automatically sent to the person who is specified in the Submit To field, notifying them that there is an expense report for them to approve.

    If your expense report is rejected or revoked, you need to go back into the Expense Reports screen, click Recall to change the status from Rejected or Revoked to In Progress, make the necessary changes, and then resubmit it.

 Siebel Professional Services Automation Guide 
 Published: 18 April 2003